Board Meeting Procedure - Revision history

Jacky: /* Before the Meeting */

2025-03-04T13:12:10Z

Before the Meeting

← Older revision		Revision as of 13:12, 4 March 2025
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	==Before the Meeting==		==Before the Meeting==
	An Agenda is produced and shared ahead of the meeting		An Agenda is produced and shared ahead of the meeting.
	A notice should be sent to Freegle Central highlighting that the meeting is taking place
			A notice should be sent to Freegle Central highlighting that the meeting is taking place and inviting viewing. This was decided after a discussion at the 2020 AGM and implemented with an initial announcement in November 2020 [[https://discourse.ilovefreegle.org/t/public-board-meeting-november-30th-6pm/2443]], with a subsequent explanation of the protocol of attendance [[https://discourse.ilovefreegle.org/t/public-board-meeting-november-30th-6pm-how-to-attend/2498]].

	==Running the Meeting==		==Running the Meeting==

Jacky: Protected "Board Meeting Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

2024-11-11T22:04:39Z

Protected "Board Meeting Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

← Older revision	Revision as of 22:04, 11 November 2024
(No difference)

NotNowCraig: Removed much of the procedure done by the scretary, as that's now on a seperate page. Restructed the rest to try to make it read better.

2024-10-31T10:37:57Z

Removed much of the procedure done by the scretary, as that's now on a seperate page. Restructed the rest to try to make it read better.

← Older revision		Revision as of 10:37, 31 October 2024
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	~~This procedure was agreed by the~~ Board ~~at their meeting of 27th August 2014~~		The full requirements for Director Board Meetings are in Rules 71 - 82

			A detailed process breakdown of how to manage the Agenda and Minutes can be found in [[Board Agenda and Minutes Procedure]].<br>
	~~The full requirements for Director Board Meetings are in Rules 71 - 82~~		This page covers items that fall outside of that process

	==~~=BEFORE=~~==		==Documents==
	For each meeting a Google doc is prepared for		For each meeting a Google doc is prepared for

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	*Minutes		*Minutes

	To make admin easier, a separate document details all actions.		To make admin easier, a separate document also details all actions.

	~~====Main Agenda====~~
	~~The standing items are:~~

	*Minutes of ~~last~~ meeting		==Before the Meeting==
	*Declaration of interest		An Agenda is produced and shared ahead of the meeting
	*Membership Changes		A notice should be sent to Freegle Central highlighting that the meeting is taking place
	*Items from the ~~Board Timetable~~
	*Updates from each Board Member and Officer
	*Confirmation of date of next meeting

	~~The agenda will also include:~~		==Running the Meeting==
	*Reports or links to documents/Trello lists of reports by role holders or officers
	*Explanatory notes and any information that would save time in the board meeting
	*Resolution wording, if long
	*The details of polls for items on the Consent Agenda items

	~~====Decisions Made Between Board Meetings=~~===
	~~Where an item has been agreed outside of a board meeting (via a poll of~~ the ~~board), the decisions will be noted as part of the next board agenda and recorded in the minutes.~~

	~~===DURING=~~==
	*Meetings are usually held via video conferencing software such as Skype or Zoom		*Meetings are usually held via video conferencing software such as Skype or Zoom
	*They are usually the first Tuesday of the month at 6:30
	*The meeting schedule is on the Freegle Board Group calendar with reminders set, beginning 2 weeks before		*The meeting schedule is on the Freegle Board Group calendar with reminders set, beginning 2 weeks before
	*Attendance for meetings is recorded from when an attendee joins via video conference		*Attendance for meetings is recorded from when an attendee joins via video conference
			*[[Conflicts of Interest Procedure\|Conflicts of interest]] are dealt with in accordance with the agreed procedure.
			*Previous Minuets are agreed at the meeting

			==Decision Making==
			===Decisions Made at the Board Meeting===
	*Meeting Polls are conducted via a show of hands		*Meeting Polls are conducted via a show of hands
	*[[Conflicts of Interest Procedure\|Conflicts of interest]] are dealt with in accordance with the agreed procedure.

	===~~=Board Polls Outside of~~ Board Meetings====		===Decisions Made Between Board Meetings===
			Where an item has been agreed outside of a board meeting (via a poll of the board), the decisions will be noted as part of the next board agenda and recorded in the minutes.

	Board polls are conducted using software such as Groups.io. A board poll typically has 4 response options:		Board polls are conducted using software such as Groups.io. A board poll typically has 4 response options:
	*''Agree'' - the member agrees with the motion		*''Agree'' - the member agrees with the motion
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	By convention, members who choose the ''Abandon'' or ''Abstain'' options provide an explanation for their choice.		By convention, members who choose the ''Abandon'' or ''Abstain'' options provide an explanation for their choice.

	==~~=AFTER=~~==		==After the Board Meeting==
			*Minutes are produced and issued for review/comment
	~~====~~Minutes~~====~~		*When agreed, they are published to volunteers and added to Freegle Central/this wiki
	*Produced by the Board Secretary
	*Agreed by the Chair
	*Issued to the Board Group for comment~~/review~~
	*~~Published~~ to volunteers ~~on Central~~ and ~~links~~ added to this wiki
	*An item for approval is put on the Agenda for the next meeting.


	====Actions====		==Actions==
	*Each Director's actions are listed in their section of the agenda		*Each Director's actions are listed in their section of the agenda
	*An overall list of Action items is maintained in a separate document		*An overall list of Action items is maintained in a separate document

	Transcript, Agenda, Minutes and Notes are filed in ~~the directors@~~ google drive.		==Board Meeting Records==
			Transcript, Agenda, Minutes and Notes are filed in google drive.


	Links:		Links:
	* [[Board Role and Remit]]		*[[Board Role and Remit]]
	*[[Board Standing Agenda]]		*[[Board Standing Agenda]]
			*[[Board Agenda and Minutes Procedure]]
	*[[Conflicts of Interest Procedure]]		*[[Conflicts of Interest Procedure]]
	*[[Board Meeting Timetable]]		*[[Board Meeting Timetable]]

NotNowCraig: Updated to reflect what we actually do at board meetings

2023-10-25T09:53:23Z

Updated to reflect what we actually do at board meetings

← Older revision		Revision as of 09:53, 25 October 2023
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	*Agenda		*Agenda
	*Meeting Notes
	*Minutes		*Minutes

			To make admin easier, a separate document details all actions.

	====Main Agenda====		====Main Agenda====
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	*Minutes of last meeting		*Minutes of last meeting
	*Declaration of interest		*Declaration of interest
	*~~Risk Register~~		*Membership Changes
	*~~Date of next meeting~~		*Items from the Board Timetable
			*Updates from each Board Member and Officer
	~~====Consent Agenda====~~		*Confirmation of date of next meeting
	~~This contains items where we have previously polled~~ and ~~there has been unanimous agreement on the decision~~
	~~All items on the Consent Agenda can be grouped together so there only needs to be one resolution.~~
	~~If there is any doubt about prior agreement the item goes on the Main Agenda~~

	~~====Meeting Notes====~~
	~~These consist~~ of ~~appropriate notes on each agenda item, eg~~

			The agenda will also include:
	*Reports or links to documents/Trello lists of reports by role holders or officers		*Reports or links to documents/Trello lists of reports by role holders or officers
	*Explanatory notes and any information that would save time in the board meeting		*Explanatory notes and any information that would save time in the board meeting
	*Resolution wording, if long		*Resolution wording, if long
	*The details of polls for items on the Consent Agenda items		*The details of polls for items on the Consent Agenda items

			====Decisions Made Between Board Meetings====
			Where an item has been agreed outside of a board meeting (via a poll of the board), the decisions will be noted as part of the next board agenda and recorded in the minutes.

	===DURING===		===DURING===
	*Meetings are usually held via video conferencing software such as Skype or Zoom		*Meetings are usually held via video conferencing software such as Skype or Zoom
	*They are usually the ~~last Wednesday~~ of the month at ~~7.15~~		*They are usually the first Tuesday of the month at 6:30
	*The meeting schedule is on the Freegle Board Group calendar with ~~a reminder~~ set ~~for one day.~~		*The meeting schedule is on the Freegle Board Group calendar with reminders set, beginning 2 weeks before
	*Attendance for meetings is recorded from when ~~a Director signs~~ via ~~Modtools Poll into the meeting and announces they are present.~~		*Attendance for meetings is recorded from when an attendee joins via video conference
	*Meeting Polls are conducted ~~electronically using software such as groups.io~~		*Meeting Polls are conducted via a show of hands
	*[[Conflicts of Interest Procedure\|Conflicts of interest]] are dealt with in accordance with the agreed procedure.		*[[Conflicts of Interest Procedure\|Conflicts of interest]] are dealt with in accordance with the agreed procedure.
	*The number of votes will be published for specific questions. If a Director is standing for subsequent re-election then volunteers are welcome to ask questions about anything they like, including voting patterns, and the candidate will choose how to answer.
	*Polls prior to the meeting are conducted via the Freegle Board Group other mutually approved poll software.

	====Board Polls====		====Board Polls Outside of Board Meetings====
	Board polls are conducted using software such as Groups.io. A board poll typically has 4 response options:		Board polls are conducted using software such as Groups.io. A board poll typically has 4 response options:
	*''Agree'' - the member agrees with the motion		*''Agree'' - the member agrees with the motion
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	*Produced by the Board Secretary		*Produced by the Board Secretary
	*Agreed by the Chair		*Agreed by the Chair
	*~~Polled on via~~ the Board Group ~~or other mutually approved poll software~~		*Issued to the Board Group for comment/review
			*Published to volunteers on Central and links added to this wiki
	~~If there is unanimous approval:~~		*An item for approval is put on the Agenda for the next meeting.

	*They are put on the Wiki
	*~~The Chair posts draft minutes~~ on Central ~~via Special Notices~~
	*An item for approval is put on the ~~Consent~~ Agenda for the next meeting.

	~~If approval is not unanimous:~~

	*The matter/s are discussed on the Board Group
	*The vote for approval is taken during the next meeting

	====~~Action~~====		====Actions====
	*Each Director ~~has a list on Trello.~~		*Each Director's actions are listed in their section of the agenda
	*Action items ~~are put on lists after the meeting.~~		*An overall list of Action items is maintained in a separate document
	*There is a ~~list for items that have been done since the last meeting.~~

	Transcript, Agenda, Minutes and Notes are filed in the directors@ google drive.		Transcript, Agenda, Minutes and Notes are filed in the directors@ google drive.

Edwh at 13:19, 4 November 2020

2020-11-04T13:19:50Z

← Older revision		Revision as of 13:19, 4 November 2020
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	====Minutes====		====Minutes====
	*Produced by the Board Secretary		*Produced by the Board Secretary
	*Agreed by the ~~Chairman~~		*Agreed by the Chair
	*Polled on via the Board Group or other mutually approved poll software		*Polled on via the Board Group or other mutually approved poll software

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	*They are put on the Wiki		*They are put on the Wiki
	*The ~~Chairman~~ posts draft minutes on Central via Special Notices		*The Chair posts draft minutes on Central via Special Notices
	*An item for approval is put on the Consent Agenda for the next meeting.		*An item for approval is put on the Consent Agenda for the next meeting.

Edwh at 13:19, 4 November 2020

2020-11-04T13:19:32Z

← Older revision		Revision as of 13:19, 4 November 2020
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	===DURING===		===DURING===
	*Meetings are usually held via video conferencing software such as Skype ~~Chat~~ or Zoom		*Meetings are usually held via video conferencing software such as Skype or Zoom
	*They are usually the last Wednesday of the month at 7.15		*They are usually the last Wednesday of the month at 7.15
	*The meeting schedule is on the Freegle Board Group calendar with a reminder set for one day.		*The meeting schedule is on the Freegle Board Group calendar with a reminder set for one day.
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	===AFTER===		===AFTER===

	~~A transcript is taken of the Skype Chat~~

	====Minutes====		====Minutes====
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	*They are put on the Wiki		*They are put on the Wiki
	*The Chairman posts on Central via Special Notices		*The Chairman posts draft minutes on Central via Special Notices
	*An item for approval is put on the Consent Agenda for the next meeting.		*An item for approval is put on the Consent Agenda for the next meeting.

Edwh: /* DURING */

2020-11-04T13:18:39Z

DURING

Edwh: /* BEFORE */

2020-11-04T13:18:01Z

BEFORE

← Older revision		Revision as of 13:18, 4 November 2020
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	*Meeting Notes		*Meeting Notes
	*Minutes		*Minutes

	~~There is a list on Trello for items to be added to the Agenda~~

	====Main Agenda====		====Main Agenda====

NotNowCraig at 12:20, 4 November 2020

2020-11-04T12:20:49Z

← Older revision		Revision as of 12:20, 4 November 2020
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	===DURING===		===DURING===
	*Meetings are usually held by Skype Chat		*Meetings are usually held via video conferencing software such as Skype Chat or Zoom
	*They are usually the last Wednesday of the month at 7.15		*They are usually the last Wednesday of the month at 7.15
	*The meeting schedule is on Trello and on the Freegle Board Group calendar with a reminder set for one day.		*The meeting schedule is on Trello and on the Freegle Board Group calendar with a reminder set for one day.
	*Attendance for ~~Skype Chat~~ meetings is recorded from when a Director signs via Modtools Poll into the meeting and announces they are present.		*Attendance for meetings is recorded from when a Director signs via Modtools Poll into the meeting and announces they are present.
	*Meeting Polls are conducted ~~via: http://polls.modtools~~.~~org/~~		*Meeting Polls are conducted electronically using software such as groups.ip
	*[[Conflicts of Interest Procedure\|Conflicts of interest]] are dealt with in accordance with the agreed procedure.		*[[Conflicts of Interest Procedure\|Conflicts of interest]] are dealt with in accordance with the agreed procedure.
	*The number of votes will be published for specific questions. If a Director is standing for subsequent re-election then volunteers are welcome to ask questions about anything they like, including voting patterns, and the candidate will choose how to answer.		*The number of votes will be published for specific questions. If a Director is standing for subsequent re-election then volunteers are welcome to ask questions about anything they like, including voting patterns, and the candidate will choose how to answer.
	*Polls prior to the meeting are conducted via the Freegle Board Group other mutually approved poll software.		*Polls prior to the meeting are conducted via the Freegle Board Group other mutually approved poll software.

			====Board Polls====
			Board polls are conducted using software such as Groups.Io. A board poll typically has 4 response options:
			*''Agree'' - the member agrees with the motion
			*''Disagree'' - the member disagrees with the motion
			*''Abandon'' - the member believes the poll is flawed in some way and should not proceed
			*''Abstain'' - the member does not wish to vote on the motion

			By convention, members who choose the ''abandon'' or ''Abstain'' options provide an explanation for their choice.

	===AFTER===		===AFTER===

Jacky: /* Minutes */

2018-04-01T15:20:27Z

Minutes

← Older revision		Revision as of 15:20, 1 April 2018
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	*Produced by the Board Secretary		*Produced by the Board Secretary
	*Agreed by the Chairman		*Agreed by the Chairman
	*Polled on via the ~~Yahoo~~ Board Group		*Polled on via the Board Group or other mutually approved poll software

	If there is unanimous approval:		If there is unanimous approval:
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	If approval is not unanimous:		If approval is not unanimous:

	*The matter/s are discussed on the ~~Yahoo~~ Group		*The matter/s are discussed on the Board Group
	*The vote for approval is taken during the next meeting		*The vote for approval is taken during the next meeting